REPORT PRESENTATION

Made by:
§ Ki
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§ D
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Summary

v Introduction
v Purpose
v Significance
v Types
v Requisites
v Process
v Steps
v Layout
v Mechanics
v Precautions 2
 INTRODUCTION

 Latin word ‘portare’ means ‘to carry’


 RE + PORT = to carry information
again

 Document giving summarised and
interpretative information of
research done based on factual data,
opinions and about procedures used
by individual or group. 3
 PURPOSE

 Means of communication

Serve as record

Legal requirements

Measure Performance

Control
4
 SIGNIFICANCE

 To inform & Convince ?


 Incomplete till presented and written

 Effectively communicated

 Tool for decision making

5
TYPES

6
 TECHNICAL REPORT

Method employed

Assumptions made

Presentation of findings
› Advantages
› Disadvantages

Supporting Data
7
 POPULAR REPORT

 Simple
 Attractive
 Use of
› Charts
› Diagrams
 Practicalaspect
 Policy implication

8
OUTLINE OF REPORT
 TECHNICAL  POPULAR
› Summary of › Findings and
results their
› Nature of study implications
› Methods › Recommendatio
employed ns of action
› Data › Objective of
study
› Analysis of data
› Methods
› Presentation of employed
findings
› Results
› Conclusion
› Appendices
› Bibliography
› Appendix 9
Summary

v Introduction 
v Purpose 
v Significance 
v Types 
v Requisites
v Process
v Steps
v Layout
v Mechanics
v Precautions 10
 REQUIREMENTS

Good form and content

Simplicity
Promptness
Relevancy
Consistency
Accuracy
Controllability
Comparability
Frequency
11
PROCESS

12
STEPS IN WRITING REPORT
 Logical analysis of subject matter
 Preparation of final outline
 Preparation of final draft
 Rewriting and polishing of rough
draft
 Preparation of final bibliography
 Writing the draft

13
LAYOUT OF REPORT

14
 MECHANICS

 Size and physical design

 Procedure
 Layout
 Treatment of quotations
 Footnotes
 Documentation style
 Punctuations and abbreviations
 Statistics charts and graphs
 Final draft
 Bibliography
 Preparation of index
15
 PRECAUTIONS

 Long / Short
 Interesting
 Objective style
 Charts and Diagrams with summary
 Appropriate layout
 Avoid mistakes
 Logical analysis
 Disclose methods employed, and
techniques adopted
 Confidence and constraints experienced
16
Summary

v Introduction 
v Purpose 
v Significance 
v Types 
v Requisites 
v Process 
v Steps 
v Layout 
v Mechanics 
v Precautions  17
 DIAGRAMS


 simple explanatory drawing:
a simple drawing showing the basic
shape, layout, or workings of
something.


18
 SIGNIFICANCE


 Birds eye view

 Active create interest

 Great memorizing effect

 Facilitate comparison of data
19
 RULES TO MAKE DIAGRAM

 Title
 Proportion between width and height
 Selection of Scale
 Footnotes
 Index
 Neatness and cleanliness
 Simplicity

20
 TYPES
 1D/Bar Diagrams
› Simple bar diagram
› Sub-divided bar diagram
› Multiple bar diagram
› Percentage bar diagram
› Deviation bars
› Broken bars
 2D
› Rectangles
› Squares
› Circles
› Pie Diagrams
 3D
 Pictographs and Cartograms 21
SIMPLE BAR DIAGRAM

22
SUB-DIVIDED BAR DIAGRAM

23
MULTIPLE BAR DIAGRAM

24
PERCENTAGE BAR DIAGRAM

25
DEVIATION BARS

26
BROKEN BARS

27
RECTANGLES

28
SQUARES

29
CIRCLES

30
PIE DIAGRAM

31
PICTOGRAPHS

32
CARTOGRAPHS

33
 GRAPHS


 Diagram showing relationships
between varying quantities:
a diagram used to indicate
relationships between two or more
variable quantities. The quantities are
usually measured along two axes set at
right angles to each other. A graph may
be in different forms, e.g. of a line
joining points plotted between
coordinates, or a series of parallel bars
or boxes.
34
 TECHNIQUE TO CONSTRUCT
Y (ordinate)

QUADRANT II +3 QUADRANT I
X -ve +2 X +ve
Y +ve Y +ve
+1 (abscissa)

X’ -3 -2 -1 0 +1 +2 +3 X

QUADRANT III -1 QUADRANT IV

X -ve -2 X +ve
Y -ve Y -ve
-3
Y’ 35
Natural Scale vs. Ratio Scale
 Absolute change  Rate of change or
from one period to relative change is
another is shown shown
 Based on arithmetic  Based on geometric
progress progress
 Indicate absolute  Indicates rate
change (some of/relative change
times can lead to cannot mislead
wrong conclusions)  Y axis starts from 1
 Y axis begins from 0 (because log of 1
 Meaning of data is is 0)
derived from line’s  Meaning of data is
position derived from line’s
direction.
36
TYPES
 Graphs of time  Graphs of
series/Line frequency
graphs distribution
› One Variable › Histograms
› Two/More › Frequency
Variables polygon
› Two Scales › Smoothed
Graph Frequency
› Range Chart Curve
› Band Graph › Ogives
› Ratio Charts
37
 GRAPHS OF TIME SERIES

Time on X axis and Value on Y axis


Simple
Easy to understand
Widely used
Least technical skill required

Can be constructed on natural or ratio
scale.
38
 RULES TO MAKE A GRAPH

Time on X axis and value of variable on

Y axis
Begin from zero (can use false base
line)
and keep equal magnitude distances
Plot values and join them (indicate
plotting by circle)
Multiple variables shown with different
styles of line variations
Lettering to be done horizontally on
graph 39
 ONE VARIABLE GRAPH
 One variable is to be represented

40
 TWO/MORE VARIABLE
GRAPH
 Used when unit of measurement is same and
facilitates comparison

41
 TWO SCALE GRAPH
 Two variables are expressed in two different
units on common time and facilitate
comparison

42
 RANGE CHART
 Range of variations (minimum and maximum
values of a variable)
 Plot two curves representing highest and lowest
values and the gap between them is the
range of variations.

43
 BAND CHART
 Shows total for successive time periods broken
up into sub totals for each component parts of
the total

44
 RATIO CHART
 Made by taking logarithms of various values

45
MEANING OF CURVES ON
RATIO CHART
e
rat
g %
si n
re a e
De
c rat
ant
% Increasing
t e
ons rat
C g%
i n
r eas
In c

Inc
rea
Co sin
nst g%
ant rate
%
Dec
rea
rate Decreasing
sing
%r
ate

46
GRAPHS OF FREQUENCY
DISTRIBUTION

47
 HISTOGRAM

 Set of vertical bars whose area are

proportional to the frequencies
represented.
Variable on X axis and frequency on
Y axis.
Class interval need to be equal but in
case of unequal class intervals
frequencies need to be adjusted.
Different from bar diagram because its
2D i.e. it has length and width.
48
Example

49
 FREQUENCY POLYGON


Graph of frequency distribution

2 ways to construct
› Using histogram
› Taking mid points

Comparisons can be made by plotting
several distributions

50
Example

51
 SMOOTHED FREQUENCY
POLYGON
 Free hand curve is drawn
 Objective – eliminate accidental
variations present data
 Curve should begin and end at the
base line
 May be extended to mid points of the
class intervals just outside the
histogram
 Sudden turns to be avoided
52
Example

53
 OGIVES

 Curve obtained by plotting cumulative

frequencies
 Two methods:
› Less than – start with upper limits and go
on adding the frequencies. On plotting
we get a rising curve
› More than – start with lower limits and go
on subtracting the frequencies. On
plotting we get a declining curve
 Uses – to compare frequency
distributions
to determine median, quartile,
etc.. 54
 M
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55
 LIMITATIONS OF
DIAGRAMS & GRAPHS

 Present approximate value

 Limited amount of information

 Explain only quantitative facts

 Can be misinterpreted
56
CONCLUSION

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 STANDARDS
 Paper
› White, 8½’’ by 11’’
› Use one side of paper
› For hand written use ruled paper and blue/black
ink
 Margins
› 1’’ at top, bottom, left, right
 Paging
› Page numbers in upper right corner
› omit page number on title page
 Title
› Centre 3’’ from top in all CAPS
› Centre your name beneath the title
› Title page – title, name, course, teacher, date
58
 STANDARDS
 Indenting
› Indent 1’’ for each new paragraph
› Indent 1½’’ for quotations
 Text
› Double space body text
› Single space for quotations
› Standard 12 point font
 Quoting
› Quotation marks for direct quotations
› No quotation marks for block quotations
 Proof Reading
› Use caret (^) to show point of insertion
› Use slanted line (/) for canceling single letter
› Use single horizontal line to delete a word/phrase
59
Summary

v Introduction 
v Purpose 
v Significance 
v Types 
v Requisites 
v Process 
v Steps 
v Layout 
v Mechanics 
v Precautions  60
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